Refund Policy
This policy outlines how refunds and cancellations are handled for all Northspec Studio project engagements and retainer plans.
Effective date: March 18, 2026
Core Position
Northspec Studio operates on fixed-scope, milestone-based billing. Because every project begins with a defined specification and dedicated engineering capacity, our refund and cancellation policy reflects the real costs incurred from the moment work begins.
Due to the nature of custom software development and digital services, all payments are generally non-refundable once work has begun.
Time and expertise are consumed immediately. Engineering capacity is allocated, architecture decisions are made, and real work begins from day one. That work cannot be returned.
Deposits
A deposit (typically 50% of the project total) is required before any work begins. This deposit is non-refundable once the discovery and specification phase has commenced.
Why Non-Refundable
Discovery and specification work represents significant upfront investment, stakeholder interviews, technical architecture decisions, scope documentation, and sprint planning. This work has real value regardless of whether development proceeds. The deposit covers this capacity.
Delivery & Final Payment
Final payment is due on delivery day, at or before the delivery demonstration. Northspec will not hand over deliverables, source code, credentials, or assets until full final payment has been received.
No Payment, No Delivery
If the Client fails to submit final payment on delivery day, the demo will conclude and all project materials will be withheld. The delivery will be rescheduled once payment is confirmed in full.
Cancellation by Client
If a Client cancels a project after work has begun, the following applies based on stage:
Before Work Starts
Deposit retained. No further charges.
During Development
Payment due for all completed milestones. Deposit is not applied toward a refund.
Near Completion
Full project value may be invoiced. Deliverables withheld until balance is settled.
All cancellation requests must be submitted in writing. Verbal cancellations are not binding.
Cancellation by Northspec
Northspec reserves the right to cancel an engagement under the following circumstances:
Client Non-Responsiveness
If the Client fails to provide required materials, feedback, or approvals within agreed windows, causing the project to stall for more than 21 consecutive business days.
Repeated Missed Check-ins
If the Client misses two or more scheduled milestone reviews or approvals without rescheduling within 5 business days.
Breach of Agreement
If the Client violates the terms of the Service Agreement or engages in conduct that makes continued engagement unreasonable.
Non-Payment
If an invoice remains unpaid beyond 30 days and no payment arrangement has been agreed in writing.
In cases of Northspec-initiated cancellation without cause, work completed to date will be delivered and any prepaid amounts for undelivered work will be refunded.
Scope Changes & Refunds
Changes in requirements, direction, or expectations that arise after the project scope has been agreed and approved do not qualify for refunds.
Evolving Requirements
If the Client changes their mind about features, design, or direction after approval, this constitutes a change request, not a refund-eligible event. Additional work will be scoped and quoted separately.
Expectation Misalignment
If delivered work meets the agreed specification but the Client's expectations have changed, this does not qualify for a refund. We address this through revision windows, not reimbursement.
Outcomes vs Deliverables
Northspec delivers against the agreed technical specification. Business outcomes, such as revenue, user acquisition, or market fit, are not within the scope of our deliverables and do not affect refund eligibility.
Client Responsibility
Project outcomes depend on active participation from the Client. The following do not qualify for refunds or timeline credits:
Delays caused by lack of client communication or feedback
Failure to provide required materials, assets, or access credentials
Slow approval of design, scope, or milestone reviews
Changing requirements or priorities mid-development
Third-party service failures outside of Northspec's control
Client-side changes made after delivery that cause issues
Refund Eligibility
Refunds may be considered only in the following circumstances:
Cancellation Before Work Begins
If a project is cancelled before any discovery, specification, or development work has commenced, a partial refund of the deposit may be considered at Northspec's discretion.
Northspec Fails to Deliver
If Northspec is unable to deliver agreed milestones within a reasonable timeframe and does not remedy the situation with written notice.
Deliverables Materially Fail Specification
If delivered work materially and demonstrably fails to meet the agreed written specification, and Northspec declines to remedy the defect within the 30-day warranty window.
Northspec Cancels Without Cause
If Northspec terminates the engagement without a valid cause as defined in the Service Agreement, prepaid amounts for undelivered scope will be refunded.
Retainer Cancellations
Retainer agreements are available exclusively to clients on Northspec-managed infrastructure. Monthly retainer payments are non-refundable once the billing cycle has begun.
Cancellation Notice
Retainers require 30 days written notice to cancel after the minimum commitment period. Fees for the current billing cycle at time of notice are non-refundable.
Unused Capacity
Unused hours or capacity within a billing cycle do not carry over, roll over, or convert to credit unless explicitly agreed in a separate written arrangement.
Minimum Commitment
Early cancellation within the minimum commitment period (typically 3 or 6 months) does not relieve the Client of payment obligations for that period.
Service Suspension, 30 Days Past Due
If a retainer invoice remains unpaid 30 days past its due date, all hosted services associated with the account will be suspended. No data will be deleted during this period.
Data Removal, 90 Days Past Due
Failure to pay in full within 90 days of the invoice due date will result in permanent removal of all client data from Northspec infrastructure. This action is irreversible. Northspec will make reasonable efforts to notify the Client before this threshold is reached.
Service Restoration
Upon receipt of the outstanding balance in full prior to the 90-day threshold, all services will be fully restored, typically within one business day. No reactivation fees apply beyond the overdue invoice amount.
Payment Disputes & Chargebacks
By engaging Northspec Studio's services, you agree not to initiate a chargeback or payment dispute with your bank or credit card provider without first contacting us directly to attempt resolution.
Resolution Process
Our Approach
We work collaboratively with clients throughout every engagement. Outcomes depend on communication, feedback, and the natural evolution of requirements during development.
Our goal is to deliver high-quality systems and long-term value. We address concerns through collaboration and iteration, not refunds.
If something isn't right, talk to us first. The vast majority of concerns are resolved through honest communication, and we are always willing to engage in good faith.
Requesting a Refund
To initiate a refund request, contact us with the following:
We aim to respond within 3 business days. Contact us at build@northspecstudio.com